Meeting summary
Quick recap
The team reviewed the success of a recent town hall meeting and discussed plans for upcoming events including a pickleball tournament and conference activities. They explored various options for conference-related excursions such as a zoo visit and boat cruise, while also addressing logistical details like travel arrangements and guest accommodations. The group concluded by discussing committee business including the charter review and planning several social events including a golf tournament and haunted tour, with specific focus on securing sponsorships and finalizing event details.
Next steps
- All committee members: Update notification settings to "real time" in the Higher Logic Events Committee group
- Anne: Build out conference ticketing with guest pass options for events
- Anne: Plan events for Wednesday through Friday, considering guest attendance
- Hillary: Gather more information about Zoo tour options for a potential Saturday event, including costs, minimum/maximum participants, and commitment requirements
- Tom and Darcy: Continue building interest for the pickleball tournament to secure more team commitments
- Dana: Post the committee charter to the team for review and finalize at the next meeting
- Team members: Review the charter and provide feedback, particularly on measurable success metrics
- Dana: Follow up with Hotel Del Coronado regarding the haunted tour availability, group rates, maximum capacity, and timing
- Hillary: Secure sponsors for the golf event at Coronado
- Anne: Help package the golf event as a co-sponsorship opportunity and reach out to affiliates for potential sponsorship
- Anne: Evaluate feasibility of Tuesday afternoon/evening events
- Team: Determine boat event capacity limitations and address attendance constraints
Summary
Town Hall and Pickleball Planning
The team discussed the recent town hall meeting, which was deemed successful in communicating committee updates and new initiatives to members. Tom reported that the pickleball event had 11 confirmed participants, suggesting the potential for 6-7 teams, and the group agreed to build momentum for additional commitments. Anne emphasized the importance of staying engaged and suggested holding another town hall in December. The team also addressed technical issues with notifications in Higher Logic, deciding that real-time notifications would be the most effective way to ensure timely communication.
Conference Attendee Travel and Logistics
The team discussed attendee travel plans for an upcoming conference, noting that most people plan to arrive the day before and stay at least one extra day afterward, with some extending through Saturday. Anne reported that about half of the attendees (around 30 people) plan to bring guests, though many may not include them in conference activities. The group explored options for outside events, including a potential zoo visit organized by Hillary, who has connections at the San Diego Zoo. They agreed to add a line item for guest attendance during ticket purchasing, and Hillary will provide more details about minimum group sizes and requirements for zoo visits, which could be arranged 2-3 weeks in advance.
Zoo Visit Planning for Conference
The group discussed organizing a zoo visit for conference attendees, with Hillary proposing options including a bus tour for up to 80 people or smaller group activities like animal encounters or lunch. They agreed Saturday would be the best day for the zoo visit, as Tuesday was ruled out due to travel fatigue and unpacking time. Hillary will explore the details of bus tour options and provide more specifics, with Anne expressing strong support for the bus tour idea as it would allow attendees to see a lot in a short time and accommodate the zoo's hilly terrain.
Committee Charter and Haunted Tour
The team discussed finalizing a committee charter, with Dana confirming she had completed her portion and would post the current version to the committee for review, with plans to finalize it at the next meeting. They also reviewed plans for an upcoming haunted tour at Hotel Dell, with Dana agreeing to follow up on the booking details including group rates, minimum and maximum guest counts, and final headcount deadline. The team noted that while the event would be primarily indoor, there could be outdoor walking areas, and Shannon suggested having a backup plan due to potential weather concerns.
Consultant Golf Event Planning
The team discussed organizing a golf event at Coronado, which Hillary confirmed is available for booking. They agreed to aim for 24 participants and target 4-5 sponsors, with each sponsor contributing approximately $1,000 to cover the $125 per-person course fee and potential club rentals. Hillary will gather detailed logistics and costs to create a sponsorship package, while Anne offered to help secure additional sponsors through her affiliates. The group decided to limit participation to consultants only, with TOM volunteering to manage a simple closest-to-the-pin competition, and Hillary mentioned including a small prize package.
Boat Cruise Event Planning Challenges
The group discussed options for a boat cruise event, with Anne presenting two boat options for 1,400 attendees at $2,500 and $4,500 per hour respectively. While Thursday was more cost-effective, there were concerns about accommodating everyone on the smaller boat, with Moira warning about potential overcrowding based on past experiences. The group ultimately decided to explore alternative options, with Hillary suggesting a ferry ride to downtown San Diego as a more flexible alternative that would allow attendees to come and go as they please, though this would likely impact their hotel minimum requirements.
Conference Event Schedule Planning
The team discussed plans for a conference, focusing on scheduling events for Wednesday through Friday. They agreed to shift the event schedule to front-load activities, with a more extensive event on Wednesday night and a smaller closing reception on Friday. Moira and Hillary will explore options for a post-conference gathering in San Diego on Friday night. Anne emphasized the need to plan activities on-site at the venue for Wednesday and Thursday, and she will work on logistics and sponsorship details for the ferry ride. The group also touched on the need for a liability release for pickleball activities and discussed potential entertainment options like pool parties and karaoke.
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Anne Sawyer
Executive Director
90 Minds Inc.
Sunset Beach CA
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